Program Requirements & Probationary Standards Summer 2019

1. Induction: Trainee Onboarding Program Requirements & Probationary StandardsSummer 2019

2. Summary of Scholar Success Committee Presentation

3. Common Terms for this Presentation

4. What is the Scholar Success Committee (SSC)? • The Scholar Success Committee (SSC) exists to uphold the requirements of BUILD EXITO and to partner with Scholars when life circumstances present challenges to fulfilling program requirements. • The SSC’s primary aim is to ensure that Scholars are successful in their academic and career pursuits, and that they receive the full training and benefit of the program. • Scholar requirements and expectations are a reflection of the grant requirements set by NIH.

5. What Does the SSC Do? • Present program requirements to Scholars • Meet with Scholars when life circumstances present challenges to fulfilling program requirements. • Make recommendations/decisions on Scholars’ program standing when program requirements are not met • Communicate with Scholars when program requirements are not met • Make recommendations/decisions on Scholar requests/petitions regarding program requirements

6. What Doesn’t the SSC Do? • Make program requirements • Track the completion of program requirements. The SSC compiles the data • Track Scholars’ temporary and permanent withdrawals • Make final decisions on Scholars’ dismissal and suspended trainee appointments. • The ELT make this decision • The SSC will make recommendations, which are provided to the ELT. • Delay or discontinue financial support • Administer any time sheets or reporting forms.

7. Committee Members & Contact Information • Co-Chairs: Carlos Quatela (AcadmicAdvisor) & Drake Mitchell (Co-investigator) • Secretary: Cassandra Ramirez (Operations Coordinator) • Kay Logan (Mentoring Coordinator) • Marilyn Mackiewicz(Enrichment Lead) The Executive Leadership Team (ELT) works in conjunction with the SSC. The members of the ELT are: • Carlos Crespo, Principal Investigator • Thomas Keller, Co-investigator • Cynthia Morris, Co-investigator • De’Sha Wolf, Managing Director How do you contact the Committee? exitossc@pdx.edu CH 347

8. Purpose for Program Requirements • Program Requirements make up the foundational pieces of Scholars’ research training and academic success • The NIH requires EXITO to collect and report data • The program requirements result in awareness and preparation for the rigors of employment, research, graduate school, and more. Paperwork and reporting is part of a researcher’s life  • Financial support is provided for full participation in the program. This participation includes the program requirements we will discuss.

9. Scholar RequirementsMentoring and Advising *EXITO’s Advisor will be present more on advising meetings on 9/16 and will provide some information on this requirement via email before then

10. Scholar RequirementsGPA & Enrollment Status

11. Scholar Requirements Documentation

12. Scholar RequirementsCommunication • Reply to emails, invitations, and event announcements (e.g., RSVP) from BUILD EXITO staff within two business days • Based on the time of email delivery and in accordance with the Portland State University Calendar • Seek help by notifying BUILD EXITO faculty/staff promptly when any challenges arise which may compromise EXITO commitments A couple notes on this requirement: • If you are unable to respond for a period of time, please email to let us know. If you need more time than a deadline allows please ask for more timeand EXITO may be able to accommodate. I am taking the MCAT in two weeks. Could I respond after that?

13. Scholar Requirements RLC Hours & Enrichment

14. When Do RLC Hours Count? (PY2) Summer 2019 Spring 2020 • (3/30 – EOTA) • (9/3-9/29) Winter 2020 Fall 2019 • 1st Monday before Spring 2020 term to end of trainee appointment (EOTA) • Start of Induction to Sunday before Fall 2019 Term • (9/30-1/5) • (1/6-3/29) • 1st Monday Winter 2020 term to Sunday before Spring 2019 Term • 1st Monday of Fall 2019 term to the Sunday before Winter Term • *After term until EOTA* • *Spring Break* • *Winter Break*

15. When Do RLC Hours Count? Rollover Requests • Rollover hours are when the hours from one term (over 100) applied to another (ex: 120 hours completed in Fall and the Scholar wants the 20 hours applied to Winter) • There are NO“roll over” hours without prior approval from the Scholar Success Committee. • If you anticipate having an excess of RLC hours in one term and insufficient hours in a following term in the same academic year, submit a Request to Rollover RLC Hours to SSC for consideration. • The request must be made in partnership with your Research Mentor. Forms submitted without your Research Mentor’s signature will not be accepted or considered. Additionally, signatures from RLC Staff other than your Research Mentor will not be accepted or considered. • Excess hours from the Academic Year (fall, winter, spring) cannot be applied to Summer Immersion or the following Academic Year. Excess Summer Induction RLC hours cannot be applied to the following Academic Year. These excess hours are not compensated and are completed on voluntary basis • Maximum Rollover Hours: 50 (Requests for more than 50 hours will be denied without consideration)

16. Scholar ExpectationsConduct • Balance off-campus and on-campus employment duties in order to prioritize my academics and my research, • Carry reasonable course loads that prioritize academics and research, • Strive to be an ambassador of BUILD EXITO, • Maintain scientific integrity, and • Adhere to the PSU Student Code of Conduct.

17. Reviewing Program Requirements • The Scholar Success Committee compiles data on the completion of program requirements. • This data is collected by different areas of the program. • The SSC reviews this data at the end of each term • This information is used to determine if Program Requirements are being met

18. Missed Program RequirementsScholar Success Plans • If a Scholar is unable to fulfill the articulated Scholar Agreement, a Scholar Success Plan (SSP) will be issued. • SSPs are issued in order to uphold the NIH’s standards and program requirements for BUILD EXITO while serving the needs of the Scholar • SSP’s can change a Scholar’s standing in the program (i.e. Good Standing, Warning, Probation, & Suspended Trainee Appointment). Decreasing program standings may result in program dismissal. • When a Scholar receives an SSP they are required to meet with a member of the committee within one week or submit an appeal. If this does not occur, the level of SSP will increase (ex: a warning SSP will be changed to probation) for non-communication. • This meeting will be on top of the once per term EXITO Advising meeting requirement. • SSPs can be appealed. Please see the appeals section of this presentation for more information. Scholar Success Plans are only issued during PY2 & PY3

19. Reviewing Program Requirements Term-By-Term v. Yearly Review

20. Missed Program Requirements Scholar Standing Chart (Fall/Winter)

21. Probationary StandardsScholar Standing Chart (Pre-Immersion Review)

22. Scholar Standing Scholar Standing in the Beginning of PY2 • Regardless of institution, all Scholars were required to meet the same program requirements on PY1 • However, each site manages their own probationary standards (i.e. what happens when you missing program requirements) • Scholars from PSU and EXITO’s Community College will complete Induction and PY2 together • As such, all Scholars will enter PY2 at “Good Standing”

23. Review for EXITO Traineeship Academic & Program Progress • Program Year 1 is preparation for your EXITO Traineeship, which includes your research placement. • After Spring 2019, the SSC and the ELT reviewed Scholars to see if Scholars are: • Making progress towards major (academic progress); & • Were engaged with the program (program process). • This review was conducted to proactively check in with scholars to see how EXITO could best maximize support and where we could check in with Scholars to help navigate challenges our Scholars may be facing

24. Review for EXITO Traineeship (PY2)Academic & Program Progress • This was a comprehensive review of Scholars Academic Progress & Program Progress • Decisions were made on a case by case basis based on:

25. Review for EXITO Traineeship (PY2)Academic & Program Progress The GET Plans will allow the EXITO to… • Based on this review some Scholars will be given a Guided Entry to Traineeship (GET) Plan. Scholars on this plan will remain on “Good Standing” • These plans are issued in cases where it was identified that proactive support would be helpful and where there were challenges meeting program requirements in PY1 • If you were given a Guided Entry to Traineeship plan, you will revive notice this week and you will need to meet with the EXITO Academic Advisor by 9/18.

26. Trainee Status Review Most Scholars will not have their trainee status actively reviewed. This means the Scholars will only be reviewed for Scholar Success Plans (i.e. warning/probation) • A Trainee Status Review will occur before each term & before Immersion • If Scholars entered the term on Probation, had low RLC engagement, or a pattern of non-communication with the Program* the Scholars will be actively reviewed at the end of the term. *This is not an exhaustive list • In this active review, Scholars’ will be considered for dismissal, Suspended Trainee Appointments, and SSPs. This decision may effect Scholars’ financial support. This could include EXITO stipends/remission being removed from a Scholars FA package. • This determination will be made based on the completion of ALL program requirements for the term and the Scholar’s history with the program.

27. Dismissal SSC and EXITO’s Executive Leadership are dedicated to avoiding dismissal of Scholars whenever possible. However, Scholars may be dismissed for circumstances including but not limited to:

28. Probationary Standards Suspended Trainee Appointments • Trainee Appointment refers to your status as a trainee with an RLC placement, financial support, and complete program engagement • Suspended Trainee Appointments (STAs) refer to your RLC placement being placed on hold and forfeiting financial support for one term. • While on a STA Scholars are required to meet all program requirements (except RLC hours). These are the common requirements for reinstating your Trainee Appointment; others may be added on a case by case basis. • Scholars are not permitted to work in their RLC for the time of the STA • The purpose of the STA is demonstrating successful academic progress while engaging with the EXITO program. It also gives Scholars a chance to focus on their non-EXITO commitments while maintaining engagement with EXITO. • If the Scholar successfully completes the reinstatement requirements (including a term GPA of 2.5+ with full time enrollment) the SSC and ELT will consider reinstatement of the Trainee Appointment for the following term.

29. Probationary Standards Suspended Trainee Appointments • Suspended Trainee Appointments are an alternative to dismissal. • Scholars are placed on a Suspended Trainee Appointment if the SSC and ELT consider a Scholar to be struggling with EXITO and/or their academic commitments. This could include, but is not limited to: • A pattern of non-communicativeness, low program engagement, and/or low academic progress • Significantly low program/academic progress in one term • Scholars M.I.A. from their RLC • Scholars M.I.A. from EXITO • Significant RLC issues • Suspended Trainee Appointments are only issued for one term during the Academic Year (Fall, Winter, Spring)

30. Appeals Scholars may appeal decisions of the SSC with a written explanation of their appeal within five business days of the notice of the SSC’s decision. Following receipt of a complete Appeal, the following will occur: *If the Scholar presents new information that was not previously known, SSC/ELT will consider the new information, which may result in a revised SSP.

31. Scholar Agreements and Questions • On Monday 9/16, the first Trainee Onboarding session is “Questions from the SSC Presentation” • Please write any questions you have on a note card. • You can put your name on it or leave it anonymous • In the session on 9/16 we will answer all the questions & have a Q&A session. • Additionally, we will be signing Scholar Agreements on 9/16. Scholar Agreements outlines the responsibilities of being a BUILD EXITO Scholar

32. How do you contact the Committee? exitossc@pdx.edu CH 347 Questions?

33. Common Terms

34. The end